7 Common EcoVadis Mistakes That Lower Your Score (And How to Fix Them)
Jul 13, 2025
Updated: 13 July, 2025
It’s frustrating. You’ve invested significant time and effort, but the EcoVadis score you got back is lower than you expected. Before you get discouraged, know this: a disappointing score rarely means your sustainability efforts are worthless. More often, it's a symptom of specific, fixable gaps in how you prove your work.
Here’s the thing: Your low score almost always stems from common mistakes in Policies, Actions, and Results. This guide is a diagnostic tool, breaking down the seven most common mistakes and providing a clear, step-by-step plan to fix them and ensure your next assessment is a success.
If you're looking for a step-by-step overview of the entire process, see the comprehensive EcoVadis assessment guide.
Quick Navigation
- 1. Mistake #1: Submitting Irrelevant or Outdated Evidence
- 2. Mistake #2: Using Weak or Incomplete Policies
- 3. Mistake #3: Treating the Assessment as a Last-Minute Project
- 4. Mistake #4: Leaving Questionnaire Questions Blank
- 5. Mistake #5: Using Internal Jargon Instead of EcoVadis Terms
- 6. Mistake #6: Failing to Report Performance KPIs
- 7. Mistake #7: Lacking Internal Buy-In and Collaboration
- 8. Key Takeaways
- 9. Frequently Asked Questions
Mistake #1: Submitting Irrelevant or Outdated Evidence
The Problem: This is the most frequent error. It happens when you provide documentation that is outdated, generic, or simply fails to answer the question that EcoVadis is asking. Think about the EcoVadis assessment like a courtroom. You need to provide proof. An analyst cannot award points for claims without credible evidence.
EcoVadis Impact: This mistake directly harms your score for Actions (MESU) and Reporting (REPO). A claim without proof is a "No" answer, resulting in zero points. This is a common cause of the ecovadis proof rejected notification.
Read our guide about common reasons EcoVadis rejects proof.
How to Fix It
First, you need to match your evidence to the right question. Use this table as your guide:
| P-A-R Layer | EcoVadis Question Type | Best-Practice Evidence Examples |
|---|---|---|
| Policies (POLI) | "Do you have a formal policy on...?" | A formal, branded, signed, and dated policy document (e.g., Environmental Policy, Code of Conduct). |
| Actions (MESU) | "What measures are in place for...?" | Standard Operating Procedures (SOPs), training logs, risk assessment reports, screenshots of management systems. |
| Results (REPO) | "Do you report on KPIs related to...?" | Data dashboards, tables in an annual sustainability report, third-party verified performance data. |
Next, ensure your proof is specific and recent. Performance data should be from the last two calendar years. Policies and Actions-related proof are valid for eight.
To understand how scoring works, check out this detailed breakdown of the EcoVadis scoring methodology.
π Quick Tip
When you upload a long document like a sustainability report, use the comment box to guide the analyst to the exact page and paragraph. Make their job easier.
EcoVadis in Reverse: De Sanctis Costruzioni SPA
Italian SME De Sanctis Costruzioni SPA exemplifies how to avoid evidence mismatch. They achieved an EcoVadis Platinum-level score of 94/100 by demonstrating exceptional transparency. On their website, they provide direct, downloadable links to a comprehensive suite of evidence, including their:
- ISO 14001 Certificate,
- ISO 45001 Certificate,
- SA8000 Certificate, and numerous other ISO certificates.
This comprehensive approach and high degree of organisation make it simple for stakeholders (or the EcoVadis analyst) to find specific, credible proof for nearly any claim.
Now that your evidence is organised, let's look at the foundation it's built on.
Mistake #2: Using Weak or Incomplete Policies
The Problem: This mistake occurs when policies for key topics are missing, or the ones you have are weak — unsigned, undated, or lacking specific commitments. Policies are the foundation of your management system. Policies account for 25% of your score for each theme. A weak policy signals that the topic isn't a strategic priority.
EcoVadis Impact: This directly lowers the POLI (Policies) score. Without a strong policy, it's very difficult to score well on Actions or Results. EcoVadis doesn't give you full credit for individual good deeds; it assesses the maturity and reliability of your formal management system. An action (like installing LED lighting) without a corresponding policy (a formal, signed commitment to energy efficiency) is considered an informal, ad-hoc activity. Not proof of an official, company-wide strategy.
What this really means is: A policy that just says "we are committed to the environment" is not enough. A strong policy says "we will achieve a 60% reduction in Scope 1 and 2 emissions by 2025", is signed by the CEO, and is reviewed annually.
How to Fix It
The best way to fix this is with a formal gap analysis.
How to Conduct an EcoVadis Policy Gap Analysis
- Download Your Activated Criteria: Log in to the EcoVadis platform and find the list of criteria that have been activated for your specific assessment. This is your master list.
- Inventory Your Policies: Gather all your current, official policies related to Environment, Labour & Human Rights, Ethics, and Sustainable Procurement.
- Map Policies to Criteria: In a simple spreadsheet, list the activated criteria in one column and your corresponding policy in the next.
- Identify the Gaps: Anywhere you have a blank space, you have a policy gap that needs to be filled before your next assessment.
For every gap, create a policy that meets best-practice standards, or include the criteria in an existing policy.
π Quick Tip
To ensure your policies are comprehensive, align them with recognised international standards like the UN Global Compact principles or ISO 14001 for Environment.
EcoVadis in Reverse: Scott Bader
UK-based SME Scott Bader provides a strong policy foundation for their Gold medal performance. Their publicly available Group Environmental Policy is an excellent example. It doesn't just state a vague commitment; it includes specific, quantifiable targets, such as achieving a 60% reduction in Scope 1 and 2 emissions by 2025 and attaining net-zero from manufacturing by 2028. This specificity makes the policy a credible and high-quality piece of evidence.
Mistake #3: Treating the Assessment as a Last-Minute Project
The Problem: Many companies treat the assessment as a one-off task for a single person. This "heavy lift" approach inevitably leads to missed evidence and incomplete answers. Here's how to think about it: Your EcoVadis process is an X-ray of your internal communication. A chaotic submission signals a siloed organisation. A well-managed one suggests an embedded, resilient system.
EcoVadis Impact: This process failure indirectly damages all scoring indicators by producing a weak, unsupported submission.
How to Fix It
EcoVadis analysts look for signs of an embedded process.
- Start Early: Treat EcoVadis as a year-round "slow burn" project, not a sprint. Begin your preparation at least three to four months before the questionnaire opens. This gives you time.
- Build a Team: A strong submission requires input from HR, Legal, Procurement, Operations and more. Assign a clear leader to orchestrate the process.
New to EcoVadis and want to avoid these mistakes from the start? Sign up for the free EcoVadis Essentials email course.
Mistake #4: Leaving Questionnaire Questions Blank
The Problem: This is a critical error. Companies often skip questions they believe are irrelevant. However, for an activated criterion, EcoVadis interprets no answer as a lack of a management system. This guarantees you zero points.
EcoVadis Impact: Leaving a blank as an answer gets an automatic score of zero for that criterion. This can significantly drag down a theme score and your medal eligibility.
How to Fix It
Respond to every activated question.
- Never Leave It Blank: Always provide a response.
- Explain "Why Not": If a criterion genuinely is not applicable, use the comment box to provide a short, logical explanation.
- Prove Your "Zero": If your performance is "zero" (e.g., zero hazardous waste), this is a strength! Provide the policy and process documents that prove the system you have in place to achieve this excellent result.
Mistake #5: Using Internal Jargon Instead of EcoVadis Terms
The Problem: Companies naturally use their own jargon for internal programs. A common mistake is using this language instead of the official terminology of the 21 EcoVadis criteria. An analyst reviewing hundreds of submissions doesn't have time to translate.
EcoVadis Impact: Using internal jargon can confuse the analyst, causing them to overlook relevant evidence and costing you points.
How to Fix It
This is one of the easiest mistakes to fix.
- Use the Official Language: Download your Industry Risk Profile from the EcoVadis platform. This lists all your "activated criteria." Try to use these official names when naming files and describing evidence.
π Quick Tip
Instead of naming a file HR_Wellbeing_Doc.pdf, name it [YourCompany]_Policy_on_Employee_Health_and_Safety.pdf. This clarity ensures you get full credit.
Speaking the right language helps, but it means nothing without data, which is what we'll talk about next.
Mistake #6: Failing to Report Performance KPIs
The Problem: This mistake is a failure in the most heavily weighted layer of the P-A-R model: Results. A company may have great policies and actions, but if it fails to provide quantitative data (KPIs) showing the outcome, it cannot get a high score. This is the "So what?" gap.
EcoVadis Impact: This directly lowers the REPO (Reporting) score, which accounts for 35% of the total score for each theme. Without results, a medal is unattainable.
How to Fix It
- Identify Material KPIs: For each theme, identify one or two critical KPIs. For Environment, this could be absolute GHG emissions. For Labour & Human Rights, it could be the Lost Time Injury Rate (LTIR).
- Track and Report: Implement a formal process to track this data for at least one full calendar year. Showing two to three years of historic data gets you even more points.
- Present Data Clearly: Use a simple table or dashboard. Scale up from there.
EcoVadis in Reverse: FineToday Group
As detailed in their 2024 Sustainability Report, FineToday Group provides strong "Results" reporting. For diversity, they don't just state their commitment; they report a clear KPI, detailing their percentage of women in managerial roles (30%) against a time-bound target (40% by FY2030). This is exactly what analysts look for: a specific metric showing current performance against a future goal.
Finally, even with the best data, you can be stopped by internal roadblocks.
Mistake #7: Lacking Internal Buy-In and Collaboration
The Problem: This is a change management failure. Implementing these improvements requires significant effort from colleagues in other departments. Failing to manage the inevitable resistance or lack of bandwidth can derail the entire process.
EcoVadis Impact: This mistake is the primary blocker that prevents you from fixing the other six. It stops you from gathering evidence, formalising policies, and tracking KPIs.
How to Fix It
Your role here is less about technical knowledge and more about internal diplomacy.
- Communicate the "Why": Don't just email asking for data. Explain why it's needed. Frame EcoVadis as a strategic imperative for winning business and reducing risk.
- Make It Easy: Provide simple, pre-filled templates. Be crystal clear in your requests.
- Build Alliances: Secure senior leadership buy-in to signal the project's importance. Showcase "quick wins" to build momentum.
π Key Takeaways
- A low score is a data problem, not a value judgment. It typically signals gaps in how you document and prove your sustainability efforts, not that your efforts are worthless.
- Evidence must be specific, recent, and relevant. Always match your proof directly to the question being asked, ensuring performance data is from the last two years and policies are formally signed and dated.
- "Results" are 35% of your score. You cannot achieve a high rating without providing quantitative KPIs (e.g., GHG emissions data, injury rates) that show the outcome of your actions.
- Never leave an activated question blank. A blank answer guarantees zero points. If a criterion doesn't apply, use the comment box to explain why. If your result is "zero" (e.g., zero spills), prove the system that achieves it.
- Treat EcoVadis as a year-round project. A last-minute scramble by one person leads to weak submissions. Build a cross-functional team and start gathering evidence at least 3-4 months in advance.
Frequently Asked Questions
Why did EcoVadis reject my proof?
EcoVadis analysts often reject documentation because it is irrelevant, outdated, or not credible. Common reasons include the document not answering the question, being older than the accepted validity period, or lacking official branding and a signature.
What if we don't have a formal policy for a topic?
If you lack a policy for an "activated" criterion, you will score poorly. The best fix is to create one. A strong policy is signed by a senior leader, dated, includes specific commitments, and aligns with international standards.
How can I manage the assessment without a last-minute rush?
Treat it as a continuous project. Start at least 3-4 months in advance, create a cross-functional team (including HR, Operations, and Procurement), and develop a clear project plan with milestones for evidence gathering.
What should I do if a question doesn't apply to my business?
Never leave it blank, as that scores zero. Use the comment box to explain precisely why the criterion is not relevant. If you have "zero" performance (e.g., zero hazardous waste), provide the documents that prove the system you have in place to achieve that result.
How important is using EcoVadis's specific terminology?
It's critically important. EcoVadis uses a standardised set of criteria. Using their official language helps the analyst quickly identify relevant evidence and award points correctly.
Our "Results" score is low, but we have sustainability programs. Why?
A low "Results" score means you haven't provided enough quantitative evidence (KPIs) of your programs' outcomes. The REPO (Reporting) indicator is 35% of a theme's score. You must track and report specific metrics to fix this.
How do I get other departments to help provide data?
Secure senior leadership support to signal the project's importance. Communicate the business benefits, like winning new contracts. Make requests as simple as possible by providing clear instructions and templates.
About the Author
Rutger founded Double Your Sustainability to answer one key question: how can companies navigate the complexities of the EcoVadis assessment with confidence? He draws on 15 years of corporate sustainability experience and the direct lessons learned from achieving EcoVadis Platinum medals and supporting companies to provide clear, actionable roadmaps that demystify the process.
As a certified EcoVadis Solutions Practitioner with an MSc. in Strategic Sustainable Development, his focus is on turning your sustainability efforts into a scorecard you can be proud of.
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